Managing Driver Absences

Absences are an important part of auto-scheduling in TransMaS. Drivers who are off work will not automatically generate shifts through the roster system, so you only see the drivers who are available to work. 

How to view absences

For a weekly view, go to the Driver Roster: Select Scheduling in the sidebar at the left of your screen, followed by Driver Roster. This shows a weekly calendar of driver shift patterns and absences. You can also mark a driver as available or unavailable on the Driver Roster, without using up their absence allotment.

More about: Using the driver roster and Managing Shift Patterns.

For a monthly view, go to Absences: Select Absences from the sidebar at the left of your screen. This shows a chart of which drivers are off on which days. Weekends are highlighted in blue, bank holidays in pink. An initial for the reason of absence is shown, and hovering over will show you the full reason.

For an annual summary, go to Absences, then select Summary from the top right. This shows a list of all drivers, their annual absence allotment, and how much has been taken for what reason.

To view by driver, click on a driver's name in either the monthly calendar or annual summary under Absences. This will take you to a detail screen where you can see all of that driver's absences for the year and their reasons, as well as a summary. You can also cancel absences from this screen by clicking the red X at the end of a line.

How to set annual absence allocations

1. Open the driver's profile
   • Go to Settings, then select Drivers, then click on the driver's code or the view button.
   • You can also access the driver's profile from the Summary view of Absences - click on the view button at the beginning of each line.
2. Navigate to the Absence Totals tab.
3. Set the driver's annual allotment in the Days column.
4. Update the Paid column annually with the number of absence days the driver was actually paid for.
5. Update the B/forward column annually with any allocation that has carried over from a previous year.

6. Click Update.

   

How to add an absence

There are three ways to add an absence:

• Create button at the top, then select Absence.
• Absence in the main menu then click the Add Absence button on top right.
• Scheduling > Driver Roster > Right click on a day

From there you get a pop-up window with fields to fill out:

1. Select driver. (May be prefilled if you clicked add absense from the driver roster or the driver absence summary page)
2. Select Absence reason. The default is Annual Leave.
3. Date range. Please note that any half days must be only for a single day.
4. Half day options - can select full day, AM, or PM.
5. Force delete existing loads - if they have already had loads created, this will delete them.

Once all of those are selected, the list of days is displayed in the right hand column, with a drop down to select a reason for each day.

• If the driver is on a shift pattern, these will automatically fill out but can be changed. If the driver is not on a shift pattern, you will need to select the reason for each day.
• Next to each day a number displays next to it with how many other driver's have that day off. Hover over it to see their names.